Add a vehicle

What this is

This is how you add a rental vehicle to FleetLoop by typing in its information. FleetLoop walks you through four short steps — the vehicle’s ID number, its year/make/model and plate, its rental rates, and a confirmation — and looks up some details for you automatically along the way. If you’d rather add a vehicle by taking a photo of its registration card instead of typing everything, see Scan a vehicle’s registration.

Before you start

• You need the vehicle’s VIN — the car’s 17-character ID number, found on the registration, insurance card, dashboard (visible through the windshield on the driver’s side), or door jamb.
• Know the license plate number and the state it’s registered in.
• Decide on a daily rental rate. It’s the only rate FleetLoop requires — weekly and monthly rates are optional.
• If your shop has more than one location, know which location the vehicle will be based at.

Steps

1. Go to Fleet in the sidebar, then click Add vehicle.

📸 Screenshot: FleetLoop → Fleet, showing the list of vehicles and the Add vehicle button.

2. Type the 17-character VIN — letters I, O, and Q are never used in a VIN, so double-check if one of those shows up — and click Next. FleetLoop looks the VIN up automatically and fills in the year, make, and model on the next step when it can.

📸 Screenshot: The Add vehicle wizard, VIN step.

3. Check that the year, make, and model look right, and fix anything the automatic lookup got wrong. Add a unit number if your shop labels vehicles that way (for example, “A-12”).
4. Type the license plate number and choose the plate’s state, then click Next.

📸 Screenshot: The Add vehicle wizard, year/make/model/plate step.

5. Type a daily rental rate. Weekly and monthly rates are optional — leave them blank if you don’t offer those terms.
6. Choose a transmission and fuel type if you’d like them recorded (optional), and choose a location if your shop has more than one.
7. Click Add vehicle.

📸 Screenshot: The Add vehicle wizard, rates step.

How to know it worked

FleetLoop shows a confirmation screen that says “Vehicle added.” The new vehicle now appears in your Fleet list, and FleetLoop asks you to open the FleetLoop iOS app next to capture its intake photos — see Take intake photos.

If something goes wrong

“VIN must be exactly 17 characters” or “VIN may not contain I, O, or Q.” Double-check what you typed against the sticker — VINs are always 17 characters and never use those three letters.

“Daily rate is required” or “Daily rate must be greater than zero.” Enter a daily rate before continuing; it’s the only rate FleetLoop requires to add a vehicle.

“A location is required.” Add a location under Settings first, then come back and finish adding the vehicle.